Administrative Team Supervisor and Personal Assistant - General Surgery | Christchurch

Mō tēnei tūranga mahi | About this role

• Hours -  1.0FTE (40 hours a week)
• Shifts -  Monday to Friday 7:30am - 4pm (hours can be negotiated)
• Status - Permanent
• Location  - Christchurch Outpatients, Oxford Terrance, Christchurch
• Salary  - As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 6 steps /Profile 6B.
  For further information about the administration and clerical pay equity settlement please follow the link: Administration and Clerical Pay Equity - Te Whatu Ora - Health New Zealand

Our General Surgery Administration Team supports the smooth flow of patients and their whanau through our Service. Our services are delivered in a timely manner, with an emphasis  on the booking of Elective Surgery theatre lists, Outpatient Clinics and active waitlist management.

We are looking for an experienced Administration Team Supervisor, who will also provide Personal Assistant support to our Chief of Surgery and the Clinical Director of General Surgery.

Mō te tūnga | About the role

Administration Team Supervisor (60% of role)

The Administration Team Supervisor provides day-to-day supervision of an administration team, offering technical advice and expertise, and guiding the team to deliver effective, efficient, and high-quality services. This role also involves handling a portfolio of tasks to support patient flow and the evolving needs of our Services.

Key Responsibilities:

• Support the clinical team and patient flow by supervising the delivery of continuous, high-quality service.
• Work with team members to ensure an equitable distribution of work.
• Foster a team culture that prioritizes the patient at the centre of our work.
• Collaborate with the Team Leader to align clinical staff expectations with available resources.
• Maintain up-to-date and complete documentation for all administrative processes and procedures in line with the quality framework.
• Monitor activity to ensure adherence to agreed processes and procedures, ensuring high levels of data and system integrity.
• Provide orientation, training, and coaching to support team members in being effective and efficient in their roles.
• Measure administration outputs and outcomes through monitoring of key result areas, reporting as necessary, and identifying improvement opportunities to enhance the patient experience.
• Report patient and staff complaints or incidents to the Administration Team Leader and assist in timely and people-centric resolution, addressing the root cause and implementing preventive measures.
• Contribute to project activities to support timely, quality, and cost-effective delivery.
• Perform other duties within the scope of this role as agreed with the manager.

Personal Assistant to Chief of Surgery and Clinical Director, General Surgery (40%)

This role supports the Chief of Surgery and Clinical Director, General Surgery at the Christchurch Campus, ensuring efficient communications and adherence to Waitaha Canterbury policies, processes, and tools. This includes proactive issues management and relationship management to enable the achievement of the Chief of Surgery and Clinical Director's priorities and business objectives.

Key Responsibilities:

• Enable and support the Chief of Surgery and Clinical Director, General Surgery.
• Ensure efficient communications and support the application of all relevant policies, processes, and tools.
• Proactively manage issues and maintain effective relationships.
• Support the managers to perform their roles effectively, anticipating their needs.

Ngā pūkenga me ngā wheako | Skills and experience

Essential Qualifications and Experience:

• At least 2 years of supervisory experience with a small to medium team.
• Proven success as a supervisor of an administrative team.
• Proven experience as a personal assistant to a senior manager.
• Demonstrated strong customer focus.
• Intermediate proficiency in Outlook Mail, Microsoft Word, and Excel.
• Expert user of SI PICS (South Island Patient Information Care System).
• Knowledge and ability to apply Health NZ Planned Care (or Elective Services Guidelines).
• Experience with data management and information systems.
• Exceptional diplomacy and interpersonal skills, with the ability to facilitate sensitive issues, negotiate, and influence.
• Demonstrated success in leading and delivering improvement initiatives.

Desired Qualifications and Experience:

• Experience working in a tertiary hospital.
• Qualification in people management or business/information processes.

Mō mātou | About Us

- Ko ngā tāngata, te mātua mahi - Putting people at the heart of all we do -

We are committed to honouring Te Tiriti o Waitangi and its principles by ensuring our partnership with Māori are at the forefront of all our conversations. We believe in improving, promoting, and protecting the health and well-being of the Canterbury and the West Coast community.

The culture at Health New Zealand Waitaha Canterbury, is driven by our ā Mātou Uara (Our Value - - - - - - - s):

• Care and respect for others - Manaaki me te whakaute i te tangata.
• Integrity in all we do - Hāpai i ā mātou mahi katoa i runga i te pono.
• Responsibility for outcomes - Te Takohanga i ngā hua

Ngā hua | Benefits of working at Health New Zealand, Te Whatu Ora 

When you work at the Health New Zealand, you are part of a wider whānau that will support you along your journey. We offer great coaching, mentoring and learning outcomes for all staff. We are always improving our facilities across all campuses and have amazing discounts from select retailers, restaurants and businesses. At Health New Zealand, you are part of something greater than yourself and encouraged to be your unique self

Tono ināianei | Apply Now

Only applications submitted via our career site will be accepted, therefore please apply directly on our career site here. 

Please note applications will be reviewed as they are received, and this job vacancy could close prior to the closing date. 

Please apply only if you have the legal right to work and live in New Zealand if you do not hold the legal right to live and work in New Zealand your application will be declined.

Contact Kerri McCarthy on kerri.mccarthy2@cdhb.health.nz for additional information.

We have a range of clinical and non-clinical roles at Health New Zealand Waitaha Canterbury, there could be a place for you!

Please visit our careers website for other roles and find your ideal fit within the Health New Zealand Waitaha Canterbury 

Nau mai, haere mai, tauti mai!